Refunds

If a customer has a credit balance due to a negative invoice or RMA, you can refund that credit via cash, check, or credit card.  (If the customer has other open invoices, see Applying One Invoice to Another.)

From the customer accounts receivable screen, select Refund from the toolbar. A screen very similar to the payment screen will appear.

Click on the radio button for the correct payment method - Check, Credit Card, or Cash.  (Check is automatically selected for you.)

Type in the amount you are refunding and press [Enter]. (You can refund multiple credit invoices at one time.) If applicable, enter the check number you are paying with and press [Enter]. (If you will be printing your checks through the system, leave the number blank and simply press [Enter].) The description will automatically fill in for you with the payment method and amount. It is recommended that you leave it as is; however, you may change it if necessary. If you are printing your checks youmust leave the ***** for the check number if you desire the system to fill in the correct number for you when it prints the check.

Once you have entered an amount, the remaining to apply will appear in the lower, right-hand corner.  This is the amount of the refund that is remaining to be applied to any open credit invoices.

Selecting Invoices

To select invoices to pay, simply double-click them in the grid.  You may also use your arrow keys or [PgUp]/[PgDn] to move around the grid, pressing [Enter] on any row will select it to pay.

As you select invoices, the first column will indicate a 'Y' and the amount to pay will automatically default to the balance due on the invoice.  The remaining to apply will also automatically be adjusted.

If at any point, the remaining to apply is less than the balance due on an invoice you have selected, the remaining to apply will be applied as a partial payment against that invoice.

Once you have applied the entire refund to the correct invoices and remaining to apply is at 0.00, click Ok to process the payment.

Check Refunds

If you have chosen to refund by check, you will see the check register screen appear at the very end.  You may add/edit the customer information and check memo at this time; however, you may not alter the dollar amount or date.

Credit Card Refunds

If you have chosen to refund via credit card and are using approved credit card software, the credit card processing will take place after you click Ok.